Administrative Associate, Faculty Support Services
Graduate School of Education, Stanford, California, United States
New
Administration
Post Date 1 day ago
Requisition # 107992
The Graduate School of Education is seeking a full-time Administrative Associate to provide detailed, diversified support for GSE faculty, research initiatives, and affiliated programs. This role supports faculty effectiveness by coordinating complex academic, research, and operational activities; maintaining accurate records and systems; and ensuring that projects progress in alignment with established timelines, policies, and institutional standards.
Note: This is a 1-year fixed term position that may be renewed subject to funding and operational need. Interested applicants should include a resume and cover letter describing why they are interested in this position at this stage in their career.
**Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of an employment visa.
ABOUT US
TheStanford Graduate School of Education (GSE)is dedicated to solving education's greatest challenges. Together, we envision a world where all learners are prepared to thrive in a dynamic future. Through rigorous research, model training programs and partnerships with educators worldwide, we're pursuing equitable, accessible, and effective learning for all. The GSE is a top-ranked school of education, known for its prestigious faculty, rigorous graduate degree programs, and its impact on the quality of education across the world. The GSE is committed to developing leaders in education research, practice and policy. Our community includes over 60 faculty, 400 students, 270 staff, 14,000 alumni and countless individuals from the local and global communities that we work with and impact.
POSITION SUMMARY
At the Administrative Associate 3 level with the Graduate School of Education, incumbents are expected to manage complex and evolving workloads, set priorities thoughtfully, and make day-to-day decisions that support faculty/program effectiveness and operational continuity. Work is performed with limited supervision, requiring sound judgement in assessing urgency, anticipating needs, and resolving routine issues independently while escalating more complex or sensitive matters as appropriate.
Given the nature of work, Administrative Associates regularly handle sensitive academic, research, or operational information and are expected to exercise discretion and maintain confidentiality at all times. The role also requires professionalism in communication and interaction with faculty, colleagues, and external partners.
Administrative Associates are active contributors to a collaborative team environment and are expected to engage constructively with peers, share knowledge, and support continuous improvement of administrative practices. The role requires an understanding of how individual responsibilities connect to faculty and student success, research quality, and the broader mission of the Graduate School of Education, and it is carried out with a strong sense of accountability, reliability, and service.
CORE DUTIES
Faculty and Academic Support:
Provide comprehensive administrative support to assigned faculty, lecturers, and research initiatives, enabling progress on teaching, research, and programmatic obligations.
Manage complex calendars, scheduling priorities, and meeting logistics; anticipate conflicts and resolve issues independently when possible.
Draft, edit, format, and maintain academic and administrative materials including correspondence, reports, presentations, course materials, and internal documentation.
Coordinate faculty travel, reimbursements, payments for visitors and speakers, and procurement of supplies and services in accordance with university policies.
Serve as an informed point of contact for faculty, visitors, and collaborators, responding to inquiries with professionalism and discretion.
Project Coordination and Administrative Operations
Provide project coordination support for multifaceted initiatives by tracking timelines, deliverables, and milestones.
Prepare and organize internal and external-facing materials to support communication, documentation, and reporting needs.
Support background research and information gathering to inform academic or operational work, including literature reviews or archival materials as needed.
Maintain organized records, shared files, and documentation to ensure continuity, transparency, and accessibility.
Support future planning by monitoring project progress, identifying dependencies, and flagging issues or risks.
Communications and Information Management
Maintain and update external-facing and internal materials (e.g., websites, shared resources, reports) to ensure accuracy, consistency, accessibility, and alignment with established standards.
Support the preparation of materials intended for public or stakeholder audiences, including editing for clarity, organization, and effective communication.
Manage version control and ensure that published or shared materials reflect current and approved information.
Meetings, Events, and Convenings
Provide administrative and logistical support for meetings, events, and convenings, including scheduling, agenda preparation, note-taking, and follow-up tracking.
Develop and maintain project management tools (e.g., timelines, task lists) to support effective planning and execution.
Coordinate across stakeholders to ensure clear communication, alignment on deliverables, and timely completion of tasks.
Research, Analysis, and Reporting Support
Support the development of analytical and narrative reports by compiling information, synthesizing content, and organizing findings.
Assist with the creation of data summaries and visualizations to support clear and effective communication.
Contribute to peer review, editing, and design of reports and resources to enhance usability and readability.
Financial and Operational Administration
Process, track, and reconcile complex financial transactions in accordance with university policies and procedures.
Prepare reports and spreadsheets using standard office and institutional systems.
Coordinate vendor interactions, purchasing, and expense tracking related to administrative and programmatic activities.
Maintain accurate operational records and support audit-ready documentation practices.
REQUIREMENTS
Minimum education and experience requirements include:
High school diploma and four years of administrative experience (Bachelor's Degree preferred) or a combination of education and relevant experience.
Excellent communication skills (verbal and written) are a requirement.
Very strong interpersonal skills and a customer-service orientation.
Ability to coordinate and manage multiple projects with competing priorities, meet deadlines and project plans with short- and long-term end dates. Exceptional organizational skills and attention to detail. Demonstrated success in following through and completing projects.
Ability to take initiative and ownership of projects, while still being open to new and creative solutions.
Advanced computer skills with a working knowledge of applications such as Excel, Word, PowerPoint, Project Management Software.
Ability to routinely and independently exercise sound judgment in making decisions.
PHYSICAL REQUIREMENTS:
Constantly perform desk-based computer tasks.
Frequent sitting.
Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weight up to 10 pounds.
Rarely twist/bend/stoop/squat, kneel/crawl.
This role is open to candidates anywhere in the United States. Stanford University has five Regional Pay Structures . The compensation for this position will be based on the location of the successful candidate.
The expected pay range for this position is $24.62 - $39.46 per hour.
Stanford University provides pay ranges representing its good faith estimate of the salary or hourly the university reasonably expects to pay for a position upon hire. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.
At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website ( https://cardinalatwork.stanford.edu/benefits-rewards ) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.
WHY STANFORD IS FOR YOU:
Imagine a world without search engines or social platforms. Consider lives saved through first-ever organ transplants and research to cure illnesses. Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:
Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
Discovery and fun. Stroll through historic sculptures, trails, and museums.
Enviable resources. Enjoy free commuter programs, ridesharing incentives, discounts and more!
The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.
Consistent with its obligations under the law, the University will provide reasonable accommodations to applicants and employees with disabilities. Applicants requiring a reasonable accommodation for any part of the application or hiring process should contact Stanford University Human Resources at stanfordelr@stanford.edu. For all other inquiries, please submit a contact form.
Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.
Additional Information
Schedule: Full-time
Job Code: 4098
Employee Status: Fixed-Term
Grade: F
Requisition ID: 107992
Work Arrangement : Remote Eligible
